Administrative Assistant I – Business & STEM and Industrial Tech

Position Summary


This position provides essential administrative, clerical, and operational support, along with special project assistance, to facilitate the Workforce Development operations of the Business & STEM (BSTEM) and Industrial Technologies Divisions. The role includes assisting students and the public with registration and inquiries, managing records and documentation, coordinating meetings, events, and training activities, and supporting the J1 student information system. Strong communication skills and the ability to adapt to changing procedures and systems are essential.


Position Responsibilities
 

• Assist with office organization and daily operational support.
• Assist Continuing Education student applicants with registration procedures.
• Provide customer service and information to students, instructors, employers, and the public.
• Respond to public information requests via phone, email, and in-person inquiries.
• Answer, screen, and direct incoming phone calls and visitors.
• Develop, organize, and maintain electronic and physical reports and records
• Coordinate office communications and correspondence, appointments, meetings, and training activities.
• Order and maintain office supplies and training materials.
• Prepare and submit requisitions, purchase requests, invoices, charges, enrollment documentation, and related records associated with program expenditures and purchases.
• Assist training programs.
• Assist with travel arrangements, including conference registrations, hotel accommodations, transportation, and related documentation.
• Assist with planning and coordination of meetings, graduations, workshops, conferences, and industry events.
• Prepare materials and packets for meetings, trainings, presentations, and special events.
• Manage the J1 student information system by enrolling students, maintaining student and program records, and generating rosters, reports, certificates, and registration-related documentation.
• Adapt to changes in the office procedures, software systems, and job responsibilities.
• Perform other duties and special projects assigned by the supervisor.

• Associate’s degree in office professional or related degree preferred.  Extensive related work experience may be considered in lieu of formal education.
• Minimum of 2 to 3 years related work experience, preferably in an education setting.
• Proficiency in MS Word, Outlook, Excel and similar software programs.
• Must have excellent written and verbal communication skills.

• Must be able to work in a typical office environment and get along in a courteous and professional manner with a diverse group of faculty, staff, and students.

• Mon.-Thurs. 8am – 5pm, Fri. 8am – 3:45pm
• Position holder works a maximum of 40 hours per week.
• Worker’s compensation insurance and limited retirement plan are provided.

• 0 Full-Time Direct Reports      0 Part-Time Direct Reports

• Work is normally performed in a typical interior/office work environment.
• Limited physical effort required; however, the employee may occasionally lift and/or move up to 15 pounds.
• No or very limited exposure to physical risk.

• Provide resources for safe operation of units. Create and support workplace safety.

Benefits and Perks
 

• 36-hour work week for a healthy work life balance as well generous paid leave time.
• Health, life, and income protection insurance are provided.
• An excellent retirement program through the Teacher Retirement System 
• Full Time employees have free use of the college’s recreational/fitness facilities.
• Full Time employees are eligible for the Public Student Loan Forgiveness (PLSF) after 10 years of service.
• Tuition scholarships are for the employee and dependents. 
• Compensation for this 12-month position is $31,378 annually, as determined by Kilgore College's established pay grade structure and policy. This is salary is considered non-negotiable. 

Disclaimer

The above description is an overview of the job.  It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job.  Duties and responsibilities may change with business needs.  Kilgore College reserves the right to add, change, amend, or delete portions of this job description at any time, with or with notice.  Employees may be required to perform other duties as requested, directed, or assigned.  In addition, reasonable accommodations may be made by Kilgore College at its discretion to enable individuals with disabilities to perform the essential functions. 

Kilgore College does not participate in the federal Social Security program.